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Committee/2023-2024/Handovers/Assistant_PRO.md Normal file
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## Assistant PRO
#### Prabuddha Hans
The purpose of this document is to assist the incoming CompSoc Assistant PRO for the upcoming year 2024/25.
### Duties
- When this handover was written, the role was split into two: making announcements and posters. I was in charge of the announcements.
- Announcements NEED to be reviewed by committee, on discord I pinged committee so that the announcements got reviewed and made sure that they:
- Contained accurate information about the events.
- Looked good (This is important).
- Had the email ready alongside the announcement.
- And most importantly was to have the event up on wolves.
- Email also had to be reviewed, and always attach the poster. BCC the email to send it to all CompSoc members.
- Email should generally sound like the discord announcement, just make sure to swap out `@everyone` with whatever you want.
### Guide
- ALWAYS get the announcements and emails reviewed by committee. DO NOT send them off without warning.
- Attach the poster for both discord and email announcements.
- Get both the announcement and email sent out on Fridays (as this is the deadline)
so that people have time to plan out and attend events.
- In addition to the above, make sure that the poster is ready by Friday as well.
- Try to have some fun making the announcements, but make sure that they're accurate to the event.
- When collabing with other socs (like we did with RetroPi), get the announcements and poster approved by CompSoc's committee FIRST.
Then send it off to the other socs for REVIEWING.
### Summary
Assistant PRO is a fun role, just do your duties like mentioned above, and have fun creating the announcements.
It's really important that you get stuff checked like announcements with committee because you're representing CompSoc.

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## Health and Safety
#### Prabuddha Hans
The purpose of this document is to assist the incoming CompSoc Health and Safety Officer for the upcoming year 2024/25.
### Duties
- Ensure that Health and Safety is a priority at all society events, hazards need to be avoided at all times
- Make sure CompSoc members don't get injured at our events.
- Keep up to date with COVID-19 guidelines from UL Wolves C&S, University of Limerick, and the Government.
- Ensure that members are aware of our required safety measures.
- Review Computer Society's Safety statement.
- Report accidents and injuries.
- Report potential hazards to members at events.
- Take responsibility for members during trips.
- Ensure that CompSoc's First Aid kit is stocked and up to date, and available at events and brought during trips.
- Check for food allergies and dietary preferences when food is being ordered.
- After Spring Semester 2022, sign-in at events is no longer required, however if it is required again it
is your duty to ensure members are signed it at events, it may be wise to use this sign-in feature when
going on trips away from Limerick.
### Guide
- If any members or committee want/require training, you need to find where they can get it and organise the training.
- If it's needed, make sure that at least 3 committee members including yourself, complete the COVID-19 Officer online course.
- New people need to be trained for running SKYNET. Organising a meeting with those who can and find some trust-worthy people
(ideally on committee and possibly in 1st-2nd year) who're passionate about tech and willing to learn.
### Summary
As the Health & Safety Officer, watch out for dangerous behaviours, review the Health and Safety, and the COVID-19 statements
on UL Wolves' website regularly, and make sure that you've created a COVID-safe environment. In the case of another global
pandemic, it's vital as part of your role that you ensure that Governmental, UL, and C&S requirements are followed in the organisation
and running society events.

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## IT Officer
#### Morris Zuss
The purpose of this document is to assist the incoming CompSoc IT Officer for the upcoming year 2024/25.
### Duties
- Come up with tech related society events, help decide the events for the semester. Find other tech events going on.
- Assist events officer in organising and planning mainly tech events. If needed, be sure to help in other events.
- Come up with potential projects for the society to make.
- Suggest possible new equipment the society should buy.
- Help develop Skynet on an interim basis.
### Guide
- As the main "tech guy" be ready to assist, whether small (getting cables, setting up equipment) or big (organising events).
- Have some ideas for tech related events, have a few in mind so you can be better prepared for future events and get it done early.
- In my role I was making presentation on various topics such as OpenStreetMap, Software Licensing, Git.
- In my opinion it's easier to cover topics on things that interest you and that is tech related, people can see you're passionate and will be interested.
- Can use various website for events like Advent of Code, various Capture The Flag websites.
- Do a short evaluation of after each event. What went right/wrong? What to Improve? etc.
- Ideally don't do slides an hour before the event, get some practice and go over it a few times.
### Summary
It is a fairly easy role depending on how much you want to bring to the table, whether you want to make more programming/technical events or for it to be more educational.
The power is in your hands, and the sky(net) is the limit. You have lots of flexibility to do whatever you would like to do and shape the events.
The role has you doing a wide variety of things, can be from organising events, creating challenges, making slides/posters, tinkering with Skynet, general organisation.
Main part is, have fun! Play around with new things, you have the infrastructure and the power to do so.

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## PRO
#### Kaiden Terranova Patrick Foley
### Duties
Ok so for this section there will be a number of different ways of doing this as you may have a number of assistants it may just be yourself right now who knows, but I hope you have a number of people with ye
#### General Overview
Do emails for everything the other people on committee may want posters for everything but that is very difficult and if you've the free time go for it but as a baseline have at least emails sent out to every one each time there is an event on.
##### Emails
- The emails should just have the information that anyone thinking of joining needs to know and maybe some extra little bits that are easy to add as these will basically be like articles in a newspaper
- The way you should send these to the members of the club is through the wolves site
- Now I will mention this everytime as it is so important but please try to involve other people in checking your work so this means posting it in the discord before publishing it and being able to accept and adapt to the criticism given
##### Posters
- Posters sometimes these are necessary right now the software that seems to be used is Canva. Sorry but I am bad at making posters as such I have no good advice for helping with making posters.
- So I think the basics are the same as with Emails remember to have the basic information on every Poster and then try to make it unique and styled for the event.
- Now I will mention this everytime as it is so important but please try to involve other people in checking your work so this means posting it in the discord before publishing it and being able to accept and adapt to the criticism given
- [ ] Time
- [ ] Place
- [ ] Event
- [ ] Whats' Happening
- [ ] Who is Speaking
Now this is almost definitely not a full list, and it doesn't even get into the actual mechanics of making a Poster as such please modify it however you need.
##### Social Media
- Check the social media currently Computer Society has discord, Instagram, these have been left dormant for about a year
- This is something that we have been bad at recently so when you have free time you can look into getting the details for the social medias and starting to use them again.
- Now I will mention this everytime as it is so important but please try to involve other people in checking your work so this means posting it in the discord before publishing it and being able to accept and adapt to the criticism given
##### Photography
- Take pictures at the different events
- You can use these in your posters so if you need a simple poster find some of the old photos and use this as background
- Computer Society has its own Camera so remember to use this as it means less hassle with stuff like gdpr and such
- Just take a million pictures and try to remember to prepare before going to your first event
##### Committee Meetings
- At every committee meeting people are going to forget that you need all the information for every event so remember to remind the secretary to write it down in the minutes and make people give some sort of estimate so that you can prepare templates or Prototypes
#### Levels of PROing
###### 1 Person
* Emails
* Photography
* The Society has a camera
* Reply to Direct Messages on Social Media
* Discord
* Instagram
###### 2 Person
* Emails
* Photography
* The Society has a camera
* Reply to Direct Messages on Social Media
* Discord
* Instagram
* Posting on Social Media
* Posters
If you have a second person try divide up making posters, so you can continue with doing emails and then do a poster every 3 weeks and then the others weeks could be handled by your assistant
For Posting on Social Media for the Majority of this all that is need is to post the Poster with the details of the event in the Description.
Something like alt text
###### 3 Person
* Emails
* Photography
* The Society has a camera
* Reply to Direct Messages on Social Media
* Discord
* Instagram
* Posting on Social Media
* Posters
* Discord Community Manager
* Provide Digital Training for Future PRO
* Etc.
At three people doing this work I feel it is doable to start trying to expand the responsibility of the position of PRO in my view that doesn't mean Talking to other Clubs and Societies as that is something that should be done by either the President if it is Social or the Sys Admin if it is technical.
As such What I would say is to push towards making the social media easier by integrating the different accounts.
Developing the stuff like Videos and Posters on the different aspects of PRO so that there is some amount of in-house training ready for the next Generation
### Guide
Sorry a lot of information has been lost about how to do this as I have been bad at my job and haven't been able to do a lot in terms of keeping this going
This position is nice because you have your finger in so many different pies but the problem is if you have any trouble or something goes wrong in your life.
This should be the first thing you drop as it is constant every week you will have a new email a new poster a new event and right now there aren't really any events that aren't unique so that makes it quite painful, but remember the other people on the committee are people they can help you.
Two people who are good and have helped this year are Nanda and Hans.
Nanda is the one who was good at Posters.
Hans is good at work but very much like a computer so be specific with them, and they will be done perfectly as if there is a way to mess them up Hans will it's why he's a great computer Scientist.
So remember Life comes first people on committee may get mad at you that is sadly how it will go you'll have to get used to it, I am sorry
### Summary
This is a very demanding Job, and it requires a lot of time and effort, but it is doable once you remember to talk to your fellow committee members and ask for help when required. Though if it ever becomes too much remember it is ok to drop it and focus on studies or life or just yourself.

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## President
#### Irene Lopez
The purpose of this document is to assist the incoming CompSoc President for the upcoming year 2024/25.
### Duties
The position of president comes with the duties of running both a society and overseeing the Skynet Cluster.
These duties include:
* Overseeing the running of the Computer Society
* Coordinate the training of new committee
* Finding resolution in cases of dispute among committee and members
* Chair all meetings of the society and prepare an agenda for each meeting beforehand
* Organise and manage a team of society members for both Recruitment Drives
* Liaise with C&S Development Officer (Paul Lee) in areas that need to be discussed e.g. details for the C&S recruitment drive and Redevelopment Fund
* Scheduling events and assigning tasks to committee, making sure all other committee members are doing their jobs and provide help when they need it
* Ensure the growth of the Computer Society in general
* People will approach you at events with ideas and suggestions be receptive to everything.
Keep a list if multiple different ideas come in and try to do them and do new stuff throughout the year.
It is not the president’s job to do all of the work for the society, if tasks are not delegated properly or are not being carried out, you will end up with a lot of work to do and the end result for the society could be worse events.
### Guide
As President, you will be responsible for the general running of the society and the committee.
You should have a good understanding of the Clubs and Societies constitution found on wolves.ie under Resource Documents.
Be aware that the Computer Society has its own constitution too that must adhere to. This can be found on our google drive.
The computer society has typically been a group of people whose common interest is computers but have interest in much wider fields.
You need to make sure that there are things happening to keep members interested and engaged in the society.
It doesn't always have to be deeply technical, not everyone will be interested in heavily technical meetups, even something as simple as meetups over a few pints helps keep things running.
It is important to try and have some variety in the meetups also to ensure that everyone is interested. These meetups usually fall into one of the categories of Programming, Electronics, Technology and Social.
We simply meet up in a location usually Room 3 (Make sure to block book it early on in September AND again in early January before college starts).
PR is important for the society this needs to be really kept on top of.
Ensure consistent emails are sent out, make sure you understand how the email mailing list works.
One tip that we found worked well was to have multiple people help out with writing the email.
Have people write quick paragraphs on sections if they are more knowledgeable on it than the PRO and post it in the PRO chat in our Discord server.
Use that chat as a hub to add all the info the PRO needs for the weekly emails and Instagram posts etc.
Usually PRO sends the email to the president or put it into the PRO chat before it was sent out to the society.
Our social media is something that should be used and maintained for the whole year.
Also make sure that the emails do go out before the events start and keep on top of the status of how ready the email is.
Offer to write parts of the email for the PRO or even send the email the odd week for the PRO to give them some time off.
Also make sure to keep Wolves updated, the news and activity sections should have all the event details as well.
We aim to have money in the budget this year to have twenty meetups, there should also be money for two social meetups.
The social meetups have been historically held in Scholars.
The most important thing to remember is quality over quantity.
Maybe plan bigger events 2 weeks in advance and skip a week.
Events should be organised based on the wants of the members of the computer society but try to have a variety.
For example, if a large base would like to see how to set up WordPress, then you should try to organise a workshop on this.
However, you can't keep everyone happy, so don't try. Your main objective is to have vision, direction and come to conclusions, not to keep the committee happy.
You will make decisions which people will disagree with, but if you have a good committee, they will respect the differences of opinion and move on.
It is up to you to foster the kind of intra-committee relationships that will allow respectful differences of opinion instead of destructive bickering.
As President, you chair the committee meetings and the societies AGM.
On previous years, Committee Meetings were made early on the week (usually Mondays), but that didn't give much time to organise the event (Wednesday), so this year was changed to Thursdays and it worked very well.
Ideally, all committee members should join the meeting, but it can happen that they can't attend for any reason. I would recommend you to ask them to advise you at least two hours before the meeting starts and to try not to skip many.
You need to ensure that an agenda is prepared before each meeting and email it out to committee a few days beforehand for review.
One recommendation is to set up the thread on Discord with some points days before the meeting, so other people can add up more points to the thread and it gives you time to prepare the agenda.
Committee meetings can be held in the Server Room, but being flexible is always good, so some people can join online if they can't make it in person.
Booking a room in the library is also very easy for larger meetings, or if the building is closed.
It's up to you to ensure all those present get a fair chance to put their point across.
It is also important that you know what's happening within the society at all levels.
Since the President is frequently looked up to as the leader (even subconsciously) it is important to hold your own opinions until the others have outlined theirs first.
Allow the discussion to develop before you bring your own opinions to the table, quite often this will be the conclusion of the discussion, with your opinion shaping the final decision of the committee rather than influencing the discussion from the outset.
You also need to keep the committee meetings moving and not allow the committee to become “bogged down” on any one issue.
If any other issue requires major attention a separate meeting should be called with some committee members.
If the society is buying stuff always try to get a discount or sponsorship as this saves us money and can count as income.
The society has secured a lot of money in sponsorship through the years and this was done by directly contacting companies that we were planning to buy stuff from explain who we were and offer them exposure.
It doesn’t always work but we have been very successful at doing this.
The budget is a very important process and should involve as many committee members as possible throughout the year, it should not be left to one person at the end of the year.
Irregular Expenditure should be voted on by committee. You should be able to look at the submitted budget from the end of September onwards.
Budget points are very important, and you should always be on the lookout for opportunities to gain more points.
Points are given for Guest Speakers, High Profile Speakers, Events, Showcase Events (Big on campus events), Publicity, proper minutes, proper use of Wolves.ie, etc.
At the end of your tenure as President, you must make sure that the incoming President is well briefed on the role.
If possible, it is advisable to retain a role on the next committee to facilitate the transition but be wary of being a backseat President.
If you know in advance that you won’t be seeking re-election as President, you should let the committee know this and start grooming a successor from within the current committee.
You should work to ensure good continuity from one committee to the next.
As the second semester progresses you should be listening to the existing committee about their intentions for the following year, especially core positions.
If people are not planning to take up the same roles the following year, you need to be thinking about who might replace them.
Canvass the committee members for interest in shadowing the core positions with a view to taking over the following year.
On this basis, it’s important to have a good crew of OCMs on board, use the less important positions to bring new people on board each year and ensure they are engaged in the work of the committee through the year.
### Summary
In conclusion it’s a big job with massive responsibility.
It will test you and you will gain new skills when dealing with people.
Appreciate the massive work done by your committee.
This is what makes the society great, you can always ask someone for help.
Don’t be the one stuck with all of the work, delegate tasks.
Best of luck and I look forward to seeing the impact you will make on the society.

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## Senior System Administrator
#### Brendan Golden
The purpose of this document is to assist the incoming Senior System Administrator for the upcoming year 2024/25.
### Duties
- Oversee the Skynet computer cluster.
- Maintaining existing hardware.
- Sourcing new hardware.
- Improving the software.
- Promote the cluster's use
- Oversee development of Skynet.
- Oversee the Root team.
- Oversee training for junior members of the Root team.
- Oversee communications with ITD.
- Help develop server related skills in the general membership.
- Manages:
* Linux Webhost for members
* LDAP
* DNS
* [Gitlab][0]
* [Nextcloud][1] (Selfhosted Google)
* [VaultWarden][2] (password manager)
### Guide
#### Baseline
1. Dont be a dick.
2. You are a society committee member, so you have a basic responsibility to look after society members and other committee members and make sure events are a fun and safe environment.
3. The core goal of the Skynet cluster is to provide services for the society.
* These are the more visible services like the linux host/gitlab/nextcloud/....
* It also includes training for anyone who wants to get more hands on, both administration/hardware.
* Its not your fiefdom, everything must improve it for others, even if it takes you out of your comfort zone.
#### Onboarding
##### New Committee
1. Ensure that each committee member has a skynet account
* If they dont then assist them through the process.
2. Add their chosen usernames to the [nixos][3] under ``committee``
3. Add them to the [Gitlab][4], prune non committee
* Gitlab does have enterprise option to automagically do this, we dont have that yet
4. Run them through the process of gaining access to the password manager: [pw.skynet.ie][2]
* Separate but linked account is security feature, unavoidable.
* They will gain access to the ``Compsoc`` collection of passwords.
5. They will automatically gain access to the ``Compsoc`` folder on [nextcloud][1]
##### Root team - Trainee
1. Ensure that each root member has a skynet account
* If they dont then assist them through the process.
2. Add their chosen usernames to the [nixos][3] under ``trainee``
3. They will automatically gain access to the ``Skynet`` folder on [nextcloud][1]
4. Provide training
##### Root team - Admin
1. They will already have a skynet account.
2. Add their chosen usernames to the [nixos][3] under ``admin``
3. They will automatically gain access to the ``Skynet_Admin`` folder on [nextcloud][1]
4. Run them through the process of gaining access to the password manager: [pw.skynet.ie][2]
* Separate but linked account is security feature, unavoidable.
* They will gain access to the ``Skynet`` collection of passwords.
5. Contact ITD to get them added to the VPN.
6. Provide training
##### Sr Sysadmin
Need to figure out this process.
My FYP next year will be primarily about this aspect.
#### Annual Events
##### Sign up Fair
{link to event guide/write up}
##### Renew Domains
We have two domains, both with Blacknight.
* ``skynet.ie`` is sponsored to us.
* ``ulcompsoc.ie`` we have to pay for, renew for two years but check yearly.
##### Inform ITD that servers are up-to-date and patched
Part of the agreement with ITD is to show them every semester that the server are patched and up to date.
#### Regular Events
##### Email
I generally check all the email accounts for new mail once a day or so.
There is a good chunk of spam but we do get a fair few mails from alumni trying to reactivate accounts.
##### Reactivate old accounts
Alumni regularly get in contact to re-activate their skynet accounts.
Be polite and respectful when dealing with them.
Much of this process is covered by [renew][5] and [recovery][6] however more documentation needs to be added on how to verify users.
### Summary
This has been mostly a managerial role, involving organisation and mentorship.
The role looks really good on a CV/LinkedIn.
The roles that Skynet has played over the years has changed dramatically (as outlined in the [old history][7]).
One of the main draws for it was the email and cloud storage.
At one point it employed 5 admins, each in charge of their own servers.
Now in this era of DevOps each admin can do so much more while also requiring more diverse knowledge.
This change is exciting, stressful and rewarding.
Brendan Golden.
[0]: https://gitlab.skynet.ie
[1]: https://nextcloud.skynet.ie
[2]: https://pw.skynet.ie
[3]: https://gitlab.skynet.ie/compsoc1/skynet/nixos/-/blob/main/config/users.nix?ref_type=heads#L47
[4]: https://gitlab.skynet.ie/groups/compsoc1/compsoc/-/group_members
[5]: https://renew.skynet.ie/
[6]: https://renew.skynet.ie/recovery/
[7]: https://2016.skynet.ie/history.html

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## Treasurer
#### Eoghan Conlon
The purpose of this document is to assist the incoming Treasurer for the AY2024/25
### Duties
The main duty of the treasurer of UL Computer Society is to manage the finances of the society, so that the society can
grow. This may involve the following tasks:
* Transferring the **bank mandate** and online banking details with Bank of Ireland (<u>BoI</u>).
* Planning income and expenditure for this year (income / (expenditure + projections) = **1 + 2 ratio**)
* Requesting capitations after large purchases
* Ensuring we use our capitations
* Projecting expenditure for next year
* Uploading all receipts and bank statements to UL Wolves website
* Ensuring our budget points stay intact
* Issuing invoices e.g. for the C&S Fair
* Ensuring we receive sponsorships where relevant
* Collecting money from members (event fees, memberships)
* Lodging in cash to Bank of Ireland branch (beside Spar by the Flagpoles)
* Collecting the post
* Keeping the bank documents in order
* Planning the budget part of the trip and making a projection early, if you are planning one
* Doing the annual budget before the deadline in May.
* Attend the yearly treasurer's workshops
* Attend some C&S Council meetings
### Guide
As Treasurer, you are in charge of the society's finances. You need to make sure the committee makes good financial
decisions. Sometimes this means telling them to save money, other times you have to encourage them to spend it. It's
important to use the capitation funding for activities that benefit the society so that we can get enough funding in the
future.
I mentioned in duties that you are to attend the yearly treasurer's workshops, these dates will be communicated with
committees some time in advance of the workshops. I would advise you to attend, but it is possible that if you are on work
placement and are unable to attend the workshop yourself to ask another committee member to attend in your stead.
All receipts must state paid, or be obvious that it is paid, examples of this are:
* Invoices that state that there is no balance remaining, or mark that they have been paid in some way shape or form
* Receipts from shops that either state card payment or cash payment
* Electronic bus tickets if required for a trip.
On receipts, get them uploaded to the Nextclod drive in the with the name format ``YYYYMM-{Event}-{Person}.{extension}``
and upload them to wolves on a regular basis as they may be worth budget points (8 total, 4 per semester, 2 per quarter).
Unfortunately budgets only get released around week 3 or 4 as capitation available is based on attendance at the admin
seminars in weeks 1 and 2 of each semester.
Mentioning the admin seminars above, as a core committee position, you, along with the other core positions, (President,
Secretary, PRO & HSO) must make up one of the 2 attendees at C&S Council, so if it is possible for you to attend some of
them please do so, the other attendee just has to be a committee member.
After the AGM, you have to begin the process of getting the change of admins on the Bank Account, these are at least the
President and you, sometimes we have the secretary, though it is possible for another core committee position to take the
place of either the President or secretary as signatory if required. There is more information in regard to this on Nextcloud
due to the nature of the information.
It is also your responsibility to invoice C&S for the networking services that we provide at the C&S fairs each semester,
we are to bill them €2500 after the second semester one, there are more details available on the document on Nextcloud
where I go into specifics on it. The template for the invoice will be on Nextcloud too.
We need to remember to keep arround €2000 in the bank account as a float for purchases. This money must be replaced every
year.
When making large purchases, it must be added to the 3-year plan. Purchases are made first by a committee member and then
they are paid back, generally by Electronic Funds Transfer to the committee member.
There are 2 types of events where we would be accepting payments, trips and fundraisers. For trips, I would advise that
we use the Stripe payment facility available through the event on UL wolves, while there is a charge applied to this by
Stripe, it makes things easier on our end as we don't have to keep track on who had paid and who hasn't paid. As for the
fundraising events, we can accept cash or electronic payments. Cash is simple enough, you take the **lockable** lock box,
while for electronic payments, we have 2 options, we can go out and get one of the sum-up readers and set up the account
with Lisa in the C&S office, or we can use a committee member's revolut account and then transfer the money into the bank
account then.
If you are in doubt about anything, ping Eoghan (eoghanconlon73), or the advisors role on Discord for help.
### Plans
Last academic year, we had a plan get delayed where we were applying to the Strategic Fund that C&S had, to back up our
application we had to get sponsorship ammounting to 25% of the cost (€700), unfortunately, due to this delay, the money
has been left in the account, this money is **NOT TO BE TOUCHED** under any circumstances, unless plans end up changing
next semester with the agreement of all parties involved. Should that happen ping me for the contact at NetApp so you
can run it by them. Hopefully there will be news re. this over the summer.
### Summary
The Treasurer is one of the most important roles on committee, it helps with the running of the Society. Make sure that
you keep the receipts up to date, and plan the income and expenditure, and always remember to project all the funds that
we have available. Also remember that filling in the Budget is a team effort, get help with it. Most importantly enjoy
your time on committee. Best of luck for the upcoming academic year!